The Executive Assistant provides fractional executive support to clients in a one-on-one working relationship. The Executive Assistant serves as the primary point of contact for internal and external constituencies on all matters pertaining to the CEO. The Executive Assistant also serves as a liaison to the client’s senior management teams; organizes and coordinates executive outreach and external relations efforts; and oversees special projects. The Executive Assistant must be creative and enjoy working within a small, entrepreneurial environment that is mission-driven, results-driven, and community-oriented. The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The Executive Assistant will have the ability to work independently on projects for this client, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.
Roles and Responsibilities
- Completes a broad variety of support tasks for the CEO including:
- Managing the CEO’s calendar; ensuring her time is allocated to the highest priorities
- Attending select meetings, taking notes, capturing action items, and ensuring follow-through
- Completing expense reports
- Composing and preparing correspondence that is sometimes confidential
- Arranging complex and detailed travel plans, itineraries, and agendas
- Compiling documents for external meetings
- Ensuring up-to-date document and deadline management through Trello
- Drafting briefing memos to prep the CEO for external meetings with stakeholders, donors, and board members
- Organizes logistics for internal and external events, including:
- Managing invitations to speakers/presenters and attendees
- Confirming that attendees will be present and completing preparatory work, such as agendas and reports.
- Coordinating Zoom webinar logistics or in-person event space logistics
- Plans, coordinates and ensures the CEO’s schedule is followed and respected. Provides “gatekeeper” and “gateway” role, creating win-win situations for direct access to the CEO’s time and office.
- Communicates directly with board members, donors, staff, and external stakeholders, on matters related to CEO’s programmatic initiatives or schedule.
- Researches, prioritizes, and follows up on incoming issues and concerns addressed to the CEO, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.
- Works closely and effectively with the CEO to keep her well informed of upcoming commitments and responsibilities, following up appropriately.
- Provides leadership to build relationships crucial to the success of the organization and manages a variety of special projects for the CEO.
- Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgment letters, personal correspondence, and other tasks that facilitate the CEO’s ability to effectively lead the organization.
- Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows- through on projects to successful completion, often with deadline pressures.
Board Support and Liaison
- Serves as the CEO’s administrative liaison with Board
- Maintains discretion and confidentiality in relationships with all board members, including maintaining up-to-date contact information.
- Edits and completes first drafts for written communications to board members, including monthly board reports, board meeting materials, and board meeting minutes.
- Manages advance distribution of materials before meetings in electronic/paper format.
Communications, Partnerships, and Outreach
- Responds to requests for materials regarding the CEO and the organization in general.
- Conduct research and analysis on potential partners.
- Edits and completes first drafts for written communications to external stakeholders.
- Follows up on contacts made by the CEO and supports the cultivation of ongoing relationships.
- Tracks relationship developments in CRM systems (e.g. adding contacts, creating accounts, updating notes).
Characteristics of an Ideal Candidate
- 5+ years of experience in administration or executive assistant roles
- Proven ability to use outstanding interpersonal, political navigation, and communication skills to build strong relationships and negotiate challenging situations, often with senior executives, in a friendly and professional way
- Highly organized, and highly detail-oriented with strong project management and organization skills; ability to perform and prioritize multiple tasks seamlessly
- Expert-level verbal and written communication skills
- Demonstrated proactive approaches to problem-solving with strong decision-making capability
- Emotional maturity and patience
- Strong research skills
- Forward-looking thinker, who proactively seeks opportunities and proposes solutions
- Highly resourceful team player, with the ability to also be extremely effective
- Proven ability to handle confidential information with discretion
- Comfortable in a high performing, fast-paced, and quickly growing organization;
- demonstrated ability to achieve high-performance goals, meet deadlines and adapt to
- changing circumstances
- Passion for and familiarity with the nonprofit/education/policy sector
- A Bachelor’s degree is not required
- Highly proficient with the Microsoft Office Suite and GSuite
- Preferred experience with CRM systems (like Salsa), Trello, Canva, and Slack and the ability to pick up other applications quickly
At this time, this position is fully remote, with a preference for candidates residing in the Washington, DC, and NYC areas. This position will require travel once COVID-19 restrictions are lifted.
Please send a resume and thoughtful cover letter, outlining how your skills and experience meet the qualifications of the position and stating how you heard about this opportunity, in Microsoft Word or PDF formats, to Michelle Cooper at email@example.com. Please include your name and the position title, Executive Assistant to the CEO, in the email subject line.